ChartField Characteristics

Fund/4/OBM

Defines a fiscal and accounting entity with a self-balancing set of accounts. A fund consists of cash and other financial resources together with related liabilities and residual equities or balances, as well as any corresponding changes. Segregates accounting transactions for activities or objectives, and will correspond to the fund structure that the state currently uses.

Required for all transactions.

Alphanumeric, no naming convention.

Account/6/OBM

Defines the purpose of the transaction and classifies accounts as balance sheet accounts or operating accounts.

Operating accounts include object codes and revenue source codes.

Required for all transactions.

1XXXXX = Asset

2XXXXX = Liability

3XXXXX = Equity

4XXXXX= Revenue

5XXXXX = Expense

8XXXXX = Other sources, uses, adjustments.

Department/9/OBM

Captures the state and agency organizational chart, and identifies the

work unit associated with the transaction. Coordinates with HR/Payroll, Asset Management, Travel & Expense, Budget & Planning. Similar to ADRC (Administrative Responsibility Center)

or SPRC (Spending Responsibility Center) for most agencies.

Required for all transactions.

Begins with agency’s three-character abbreviation, e.g.

DNRXXXXXX.

Appropriation Line Item (ALI)/6/OBM

Identifies the legal spending authority

authorized by the Ohio General Assembly. Records the title of the ALI.

Required for encumbrances

and expenditures.

• Operating ALIs begin with a three-digit agency identifier followed by three additional digits that often relate to the type of expense.

• Capital ALIs begin with “C” and a three-digit agency identifier followed by two additional digits.

Program/5/OBM

Captures the cost of providing a specific good or service in response to

an identified social or individual need. Programs coordinate with the executive budget. Not the same as the CAS program field.

Optional

Numeric ranges are defined for agencies and

alpha characters denote program series,

programs and subprograms.

Grant/Project/10 max/Agency

Tracks federal grant transactions and grants from other sponsors, which may cross fiscal years, funds, etc. Is the

gateway to functionality in the project costing module and may be used to track projects when that functionality is

required.

Required for federal fund transactions, and optional on other transactions.

Grant values will be assigned by the agencies

using their three-character abbreviation followed by

one of these letters:

• S = State
• F = Federal
• X = Project
• O = Other

The remaining six characters will be assigned by the agency.

Project/10 max/Agency

Tracks project transactions, which are

defined as authorized expenditures for a specific purpose over a defined period of time, and may cross fiscal

years, funds, etc. May be capital or non-capital, but are differentiated from

ongoing operations by their life cycle.

Optional

New Value (Non-Construction Projects): If

an agency determines that there is not an

existing Project value to meet their reporting

needs, a new value can be created in this format: Begin with agency’s three-character abbreviation, followed by seven characters. (This should

not duplicate an existing value.)

New Value (Construction Projects): For all

construction projects, regardless of the

administering agency, the following standard

OAKS project number format is required as

defined by the state architect’s office:

• For AGY-FYnnnn,
  AGY is the three-letter abbreviation of the administering agency. The dash ("-") identifies construction projects and the four-digit year ("nnnn") following "FY" is the fiscal year the project was initiated.

Service Location/5/OBM

Captures the location where the service or good is received. Allows agency to track spending by geographic location such as county, city, district, or building.

Required for all encumbrances

and expenditure transactions.

Grouped by category; first digit denotes category.

Reporting/10 max/Agency

Fulfills agency reporting requirements for operations, cost centers, or tasks. May be used with selected agency

budget rulesets.

Optional, unless used for budget control.

Four-digit year (except JFS). JFS convention is three-character agency abbreviation

followed by five agency-defined characters.

Agency Use/10 max/Agency

Fulfills agency reporting requirements for operations, cost centers, or tasks.

Optional

First three characters must be the agency's three-character abbreviation.

ISTV Cross Reference/3/OBM

Records the Intrastate transaction voucher (ISTV) cross reference

agency.

Required for ISTV

transactions only

Three-digit agency abbreviation.

Budget Reference/8 max/Agency

Captures federal fiscal year. May also be used to break down an ALI into

units for budget control when used with selected Agency Budget rulesets.

Optional, unless used for budget control.

Four-digit year (except JFS and MCD). JFS and MCD

use three-character agency code followed by five agency-defined characters.